Add or Edit a Revenue Collection Batch

The General tab allows authorized users to view general information about the batch.

1. In Department, select the originating department for the revenue collection batch.
   
   In ADD mode, if the Centralized Revenue Collection Department field on the Revenue Defaults tab on the Company Suite Settings page is defined the Centralized Revenue Collection Department is entered here by default. If one is not specified, your home department is entered.
2. In G/L Date, select or enter the date on which the revenue collections that are posted to the general ledger are recorded. The current system date is the default.
3. Collection Station displays the collection station at which the receipts are being processed.
4. In Batch Type, select the type of batch (e.g., Back Office, Counter, Deposit, or eSuite). The default type is Counter.
5. In Position Cursor, select the field on the Receipt page in which you want the cursor to start by default when users enter receipts for the batch.
6. The Single Cashier Batch check box is enabled only if the Batch Type is Counter and Allow Multiple Users in One Batch is selected on the Revenue Defaults tab on the Company Suite Settings page. Select this check box if a single cashier will process all receipts in the revenue collection batch or if multiple cashiers will be entering receipts. It is selected by default. If it is not selected, cashiers will need to identify themselves with each receipt transaction entered.
7. Select the Print Receipts check box if a receipt should be printed upon the completion of a receipt transaction. It is selected by default if Print Receipts is selected on the Collection Station page and the Batch Type is Counter. Receipts will be generated based on the revenue collection station configuration (e.g., full page receipt or slip printer).
   
   It is not selected by default if Print Receipts is not selected on the Collection Station page. This check box may be selected only if a printer has been defined for the collection station. If the check box is not selected, no receipts will be generated.
8. The Number of Copies check box is enabled when Print Receipts is selected. Select the number of copies of the receipt to print. The default entry is 1. Valid entries are 1 through 9.
9. Select the Validate Checks check box if checks will be validated at the register. It is disabled unless the collection station defined for the batch has a slip printer defined as the default printer.
10. The Auto Print Merchant Receipt check box, if selected, enables the printing of merchant copies along with customer receipts for credit card payments. It can be automatically enabled by default for new batches by navigating to Company Suite Settings and clicking on the Revenue Defaults tab. If selected by default it can still be cleared on the individual batch if necessary.
11. The Payment Category field is enabled and required if the Batch Type is Deposit. Select the default payment category of the payment codes used when setting up batches. These values are defined in Validation Set 54. Press CTRL and click the field to open the Validation Set Values List dialog box where you can add or edit a validation set.
12. The Payment Code field is enabled if the Batch Type is Counter, Back Office, or eSuite. Select the default payment code to use. It is populated with all payment codes to which you have been given authority and that are at least 100.00% distributed.
13. The Payment Type field is enabled if the Batch Type is Counter, Back Office, or eSuite. Select the default payment type to use (e.g., cash, check, charge, ePayment, other).
14. In Payment Date, enter or select the date on which the payment should be reflected. The current system date is the default.
15. The Waive Delinquent Charges check box is enabled if the Batch Type is not Deposit. Select this check box if delinquent late fees associated with the accounts receivable sub ledger (e.g., Miscellaneous Billing or Utility Management) should be excluded when calculating the current amount owed for the customer, invoice, or billing.
16. The Use Barcode Forms check box is enabled if the Batch Type is not Deposit. Select this check box if bar code scanners will be used to scan customer, invoice, or billing information.
17. The Auto Process Payments check box is enabled if the Batch Type is Back Office. This check box if determines whether user intervention is required to advance from receipt to receipt (check box is NOT selected) or, if after the bar coded information is processed the transaction is automatically saved and the page is redisplayed in ADD mode ready for the next entry (check box IS selected).
18. The Funds Pre-Deposited check box is enabled if the Batch Type is Deposit or Back Office. Select this check box if funds for the transaction have already been deposited; transactions with pre-deposited funds will not appear on the Bank Deposit edit reports.
19. In Override Cash G/L Account select the Cash (debit) G/L account to use to override all transactions in the batch. This would be used primarily with pre-deposited funds where the bank account in which funds are deposited is associated with a different cash account than the bank account normally used to deposit funds into.
    
    Example (click here): The city allows residents to pay their water bills at one of four banks in the city. The banks keep the deposited funds (pre-deposited funds). The city uses a different cash account in the general ledger for each bank account, one of which the city also uses for payments made at City Hall (mail and in-person). The banks notify the city of payments received. When the payments are entered, the city would override the standard cash account with the cash account associated with the specific bank where the funds were collected and deposited.
20. In Override Deposit Bank Account select the deposit bank account to use to override all transactions in the batch. This would be used primarily with pre-deposited funds where the bank account in which funds are deposited is different than the bank account normally used to deposit funds into.
    
    Example (click here): The city allows residents to pay their water bills at one of four banks in the city. The banks keep the deposited funds—pre-deposited funds. The banks notify the city of payments received. When the payments are entered, the city would override the default transaction bank account with the specific bank account where the funds were collected and deposited.
21. Click Save to save the record or Save/New to save the record and create another batch.

The Approvals tab allows authorized users to view and complete the approvals needed for the selected revenue collection batch. Users can also view all receipts associated with the batch.

The Summary tab allows authorized users to view summary information about the batch and associated receipts.

Use the Documents page to track documents associated with a record on your system. Documents may include Microsoft Word® text files, digitized photographs, or even video clips. The Documents page uses the Document Viewer feature.

To delete a revenue collections batch click Delete. 

The Delete button is hidden or disabled if you do not have the appropriate security permissions. If you are authorized, when you click Delete you are prompted to confirm the deletion.

To reset all entries to what they were before the page was opened, click Reset.

You must be given permission by the system administrator to void or unvoid receipt batches and you must also have Supervisor authority to the Revenue Collections sub ledger in User-Based Security. To void or unvoid a batch, follow the steps below:

1. Open the revenue collection batch and depending on the action you want to perform, click Void Batch or Unvoid Batch if the batch is voided in error. This launches the Void (or Unvoid) Receipt Batch pop-up window.
2. Your User name and Password are required to (un)void the batch. This ensures that the batch cannot be deleted by someone who may be using your computer.
3. Select a Void Reason, if used. Options are defined in Validation Set 342, Void Revenue Collection Receipt Reason.
4. Click OK to void (or unvoid) the receipt batch.

To add a new receipt, click New or click a a Receipt Number hyperlink to edit or view an existing receipt. If the receipt has not been printed and currently is not voided, clicking the hyperlink opens the Receipt page in EDIT mode. See Add or Edit a Receipt for more information.

If needed, click Refresh to repopulate and update the list to include any changes made by you or other authorized users.

To print a receipt form, select a receipt in the list to highlight it and click Print Receipt. The receipt form is generated and can be viewed in myReports where you can submit it to the printer.

Note: The appearance of the Void/Unvoid Receipt button is controlled by the Void/Unvoid Receipt user permissions located under Maintenance > new world ERP Suite > Security > Users.

Select the user in the list and click Permissions. Locate the permission by selecting Permission Type Company Applications and Feature Group Revenue Collections. Click the Show Search button, enter Void in the Component Name field and click Search. A red X in the All and Change columns indicates the user does not have access to the button. Click to change the icons to green checks and click Save to grant access. You will need to log out and log back in for the updated permissions to take effect.

To void or unvoid a receipt depending on the status of the receipt, follow the steps below:

1. Click Void/Unvoid Receipt. This opens the Void (or Unvoid) Receipt pop-up window.
2. Your User name and Password are required to (un)void the receipt. This ensures that the receipt cannot be deleted by someone who may be using your computer.
3. Select a Void Reason, if used. Options are defined in Validation Set 342, Void Revenue Collection Receipt Reason.
4. Click OK to void (or unvoid) the receipt.

Click Distribution to open the Receipt Transaction G/L Distribution page. The Receipt Transaction G/L Distribution page allows authorized users to view and/or enter general ledger distribution information for a specific receipt.